Facilities Purchasing Approval Form

Facilities Purchasing Approval Form
University Housing complies with all ethics policies for the University of Georgia (UGA). UGA complies with the DOAS Code of Ethics for Governmental Service.

You can use the UGA Knowledge Base to access course materials for all of the OneSource courses. You also have access to a variety of self-service materials, including tutorials and job aids, to help you complete tasks in the UGA Financial Management System and ONEUSG Connect.
Requestor Name*

First NameLast Name
Requestor Email*
example@example.com
Is this purchase for a plant fund project?*

YesNo
Project ID (For Plant Funds Only)
Is this purchase an emergency?*

YesNo

Facilities Purchasing
Department/Zones*

Facilities AdminFoundationWest SideCentral EastSouthCentral WestEastAll Buildings
MaintenanceResidential Building Services
Account Description and Code*
Account Code Explanation *
Is purchase for professional development?*

YesNo
Is expense split between speedtypes?*

YesNo
West Side Speedtypes*
West Side Speedtypes*
(ctrl/cmd click to select multiple)
Central East Speedtypes*
Central East Speedtypes*
(ctrl/cmd click to select multiple)
South Zone Speedtypes*
South Zone Speedtypes*
(ctrl/cmd click to select multiple)
Central West Speedtypes*
Central West Speedtypes*
(ctrl/cmd click to select multiple)
East Zone Speedtypes*
East Zone Speedtypes*
(ctrl/cmd click to select multiple)
Allocation of Expense - Please contact University Housing Business Office, HSG-Business@uga.edu with any questions on allocation*

By Bed Space (ex: bulk orders, pest control, fire safety)Other/By Line Item
Explanation of How to Split
Type of payment*

UGA BookstorePayment RequestIntra University Charge/JV (UGAPD, Radios, etc)P-CardUGAmartReimbursement (non-travel related)
Type of payment*

UGA BookstorePayment RequestIntra University Charge/JV (UGAPD, Radios, etc)UGAmartReimbursement (non-travel related)
This is not a pre-approval. Work should be approved, completed, and invoice received before submitting this Jotform
Did this payment request go through the preapproval process?*

YesNo
Preapproval*

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Unique Code
Total Amount of Payment*
Does the purchase have terms and conditions, require a signature, or is for a rental (excluding vehicle rentals)?*

YesNo
Rentals or purchases with terms and conditions should be purchased by UGAMart.

Please provide a justification letter explaining why the order was not processed via UGAMart and attesting that correct purchasing procedures will be followed for future orders. A template for this letter may be found in the resources drive, at: S:ResourcesASCHBHRFinancialPURCHASINGJustification Letter Template.docx
Purchases over $2,499.99 should not be processed by payment request.

Please provide a justification letter explaining why the order was not processed via UGAMart and attesting that correct purchasing procedures will be followed for future orders. A template for this letter may be found in the resources drive, at: S:ResourcesASCHBHRFinancialPURCHASINGJustification Letter Template.docx
Justification Letter*

Cancelof
STOP - you will be unable to submit this form!
Please contact University Housing Business Office, HSG-Business@uga.edu in order to register the supplier as a vendor.
UGA Department to Pay
EX: Tate Print and Copy
What are you using the Intra University Charge/JV to purchase? (Select all that apply)*

SuppliesFoodUGA Motor Pool Fleet Vehicle RentalSafety GlassesRegistration/Lodging/Travel Expenses Directly Paid for by HousingOther
Reminders:
- Do NOT fill in staff member's UGA ID Number
- In the comment section at the bottom, please add note regarding the $250.00 price limit
UGA Occupational Health Form*

https://healthcenter.uga.edu/wp-content/uploads/sites/19/2021/03/Employee-Occupational-Health-Form.pdf
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Is vendor a registered UGA supplier?*

YesNo/I don't know
Vendor Name*
Delivery
Delivery Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Invoice Date*

MonthDayYear
Date
Submitted Date

MonthDayYear
Date
Number of Days
All invoices submitted more than 30 days past the invoice date must be accompanied by a brief comment explaining the delay in payment (example: vendor submitted invoice late, worked with vendor to get sales tax removed).*
Please explain in no fewer than two sentences.
Personal reimbursements are not the preferred method of payment and must have an attestation that expenses are valid. Please write a signed and dated letter detailing that all items purchased were for a University event.
Attestation that expenses are valid*

Cancelof
What did you purchase that requires reimbursement? (Select all that apply)*

SuppliesFoodRegistrationOther
Choose the approval type that you are requesting:*

Blanket approval for recurring charges and covers only one fiscal year. (Example: subscriptions)A one-time purchase is a current need only.
When do you intend to make this purchase?*

MonthDayYear
Date
Provide a business reason for this purchase.*
What are you using the payment request to purchase? (Select all that apply)*

SuppliesLaborFoodOrder with UGA LogoConsultantRegistration/Travel Expenses Directly Paid for by HousingOther
STOP - you will be unable to submit this form!
Please contact University Housing Business Office, HSG-Business@uga.edu.
The UGA Automotive center is open from 8:00am to 4:30pm Monday through Friday. Rental vehicle keys will need to be picked up during their hours of operation. Contact vehiclerentals@uga.edu or call 706-542-7173/7525 if you have questions.
UGA Employee Driving*

First NameLast Name
Will anyone else be driving?*

YesNo
Reservation will be made with one driver's name. All additional drivers will need to be added by the automotive center upon vehicle pickup.
Driver(s) WEX card certified?

YesNo
Please visit the following link and complete the Fuel Card Acknowledgement, https://doas.ga.gov/fleet-management/fuel-cards/about-fuel-cards. After you finish and download the certificate, please email FuelPin@uga.edu with a copy of the certificate and your 810/811 number

Note: You will need to change the fiscal year to FY24 and note that you are not a contracted driver.
Name(s) of other driver(s)*
Type of Vehicle*
Estimated Mileage*
Pickup Date*

MonthDayYear
Date
Pickup Time*

Hour Minutes

AM/PM Option
Dropoff Date*

MonthDayYear
Date
Dropoff Time*

Hour Minutes

AM/PM Option
Number of days (hidden)
Estimated Vehicle Rental Cost
What are you using the p-card to purchase? (Select all that apply)*

SuppliesFoodRegistrationOther
Has this been approved through travel approval form or email?*

YesNo
Conference will be*

In-StateOut-of-StateVirtual/In-town
Start Date*

MonthDayYear
Date
End Date*

MonthDayYear
Date
Travel Authorization Number*
What are you using UGAMart to purchase? (Select all that apply)*

SuppliesLaborFoodOrder with UGA LogoOther
Are you purchasing through a "punchout" on UGAMart? (ex. Amazon, Staples, Lowes, CDW, Home Depot etc.)*

YesNo
General List of Items to Purchase*
Work Order*
N/A if not applicable
Work Order

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UGAmart Draft Requisition*

Cancelof
Receipt/Invoice*

Remove any special characters from file name
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Entertainment Form*

https://busfin.uga.edu/forms/entertainment.pdf
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Itinerary, Flyer, Agenda, Email Announcement, or Minutes*

Remove any special characters from file name
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Trademark Approval Form*

For questions about this form, please reach out to Carrie Campbell, carrie.campbell@uga.edu
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Proof of UGA Logo*

Cancelof
Quote*

Cancelof
Completed Group Meals Form (Only required for staff/student staff events)

https://busfin.uga.edu/forms/group_meals.pdf, Please reach out to Kristy Walker, klwalker@uga.edu, for assistance in obtaining approvals
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Completed Recognition and Awards Program Form (Only required for staff/student staff events)

https://busfin.uga.edu/accounts_payable/recoginition_awards.pdf, Please reach out to Kristy Walker for assistance in obtaining approvals
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E-Verify/I&S Form

Cancelof
Email Approval Chain for In-town Travel/Virtual Professional Development

Approval should be granted through executive director
Cancelof
DCA Form or Email Approval Chain for In-town Travel/Virtual Professional Development*

Cancelof
File Upload

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Notes/Comments
Requestor Signature*

Clear
Should be Empty: